Summary: Having the ability to keep your projects in sync as proofs progress through the review and approval workflow, or being able to create proofing tasks for reviewers in your PM tool is a valuable component that Ziflow offers. We are actively working on extending our Zibots and integrations platform.

Available for: Users with Admin rights on Business Legacy, Pro & Enterprise editions.

Our Webhook Zibot allows you to trigger a flow when the following events occur on a proof:

• New proof/version: triggers when a new proof is ready for review.

• Decision: triggers when a decision is made by a reviewer or when a decision is updated on the stage and/or proof.

• New comment/reply: triggers when a reviewer adds a comment/reply to the proof.

• Comment resolved: triggers when a comment is marked as resolved.

• Comment labeled: triggers when a reviewer labels a comment.

• Proof updated: triggers when the proof folder, setting, or custom property changes.

• Stage updated: triggers when a stage is started or when a reviewer is added/removed.

• Comment reaction: triggers when a comment reaction is added on a comment/reply level.

Follow the instructions on how to:

1. Connect Ziflow application

2. Create a flow

3. Set up Flow Event settings

4. Configure Zibots (or add a Path)

Connect Ziflow application

You'll need to build the automation by adding a new Ziflow app connection. This application will be responsible for performing different proof actions on your behalf.

Go to Connect -> Applications and then click on the + Connect Application button in the upper right corner.

Once you click on the connect button, select Ziflow from the list. You'll need to name the connection and enter your API key.

Create Flow

Click on the Connect tab in the upper left corner of the screen, then click on the + Create flow button. Instead of connecting to cloud storage, select the Ziflow application.

Set up Flow Event settings

The first step is selecting the event that will trigger your Zibot:

Next, you will be presented with the event details page, which will vary depending on which event you select:

1. New proof/version

2. Decision made

3. New comment/reply

4. Comment resolved

5. Comment labeled

6. Proof updated

7. Stage updated

8. Comment reaction

New proof/version

1. Triggered by - select the type of request that will trigger the Zibot.

2. Created in - select the Ziflow folder that this flow will monitor.

3. Created by - select the user that will be responsible for this flow activation.

Decision made

1. Triggered by decision made - select what level decision needs to be made to activate the flow.

2. Type of decision - choose the type of decision that needs to be made to activate the flow.

3. Created in - select the Ziflow folder that this flow will monitor.

New comment/reply added

1. Triggered by new comment / new reply - choose which option should activate the flow.

2. Made by - choose if a Zibot should be activated by a specific reviewer or by anyone that adds a comment/reply.

3. Created in - select the Ziflow folder that this flow will monitor.

Comment resolved

1. Created in - select the Ziflow folder that this flow will monitor.

Comment labeled

1. Comment is labeled as - select which label(s) should trigger a Zibot.

2. Created in - select the Ziflow folder that this flow will monitor.

Proof updated

1. Triggered by - select which type of the proof updated event should trigger the Zibot.

2. Modified in - choose the Ziflow folder that this flow will monitor.

Stage updated

1. Triggered by - select which type of the stage updated event should trigger the Zibot. There are three types of stage update events: reviewer added, reviewer removed, stage locked, and deadline changed.

2. Modified in - choose the Ziflow folder that this flow will monitor.

Comment reaction

1. Triggered by - choose if you want to trigger a flow based on reactions added to comments or replies.

2. Comment reacted with - select what type of reaction should trigger a flow.

3. Created in - select the Ziflow folder that is going to be monitored by this flow.

Set up Zibot details

Decide what should be done with information from the selected event:

1. Webhook Zibot (Pro, Business Legacy & Enterprise editions)- will pass information from Ziflow to external apps/services.

2. Ziflow internal Zibots ( Pro, Business Legacy & Enterprise editions) - can be used to perform automated changes on proofs in Ziflow.

3. Paths (Pro, Business Legacy & Enterprise editions)- execute different Zibots based on one or more conditions.

Webhook Zibot

Choose a Webhook Zibot if you want to send Ziflow metadata to some external service or app:

Configure Webhook with data that you want to pass over:

1. Create - select the type of request that you want to send to the 3rd party app. There are five different request types that you can choose from: GET, POST, PUT, PATCH, and DELETE.

2. URL (required) - enter the application URL where you will send the data.

3. Query String Parameters - add which parameters you want to send.

4. Request body - enter a payload of the body using JSON format.

5. Headers - enter the header values for each request.

Once you hit the Next button, Ziflow will confirm if the flow looks good. If there are no problems, name the flow and turn it on.

Ziflow internal Zibots

If you want to automate some of the actions inside Ziflow, you may find these Zibots very useful. They can help you automatically perform some changes on proofs. To enable these Zibots, you need to connect the Ziflow application to your account.

We have four different internal Zibots that could be used in various scenarios:

1. Update proof custom property

2. Add proof integration property

3. Check multiple stages statuses

4. Start a stage

5. Add reviewer

6. Turn minor version on/off

7. Replace/Append workflow

8. Send email

Each of them has a unique ability to perform needed changes on proofs.

Update proof custom property

With this Zibot, you can set/change a property that is assigned to a particular project.

Add proof integration property

This Zibot is useful if you want to connect proofs with items (projects, tasks, etc) from applications you've integrated with Ziflow.

Check multiple stages statuses

This Zibot lets you check the status of the proof stage and then perform the required action with that information. Here's an example of how such Zibot can automate work for you.

Start a stage

This Zibot can kick off stages starting with a particular name.

Add reviewer

Allows adding reviewers to the chosen stage. It also lets you select reviewer proof permissions & notification preferences.

Turn minor version on/off

Let's turn on/off a minor version on a proof level. Read more about using minor/major versions.

Replace/Append workflow

With this Zibot, you can adjust the workflow template on a proof. Learn more about configuring and using Workflow Templates in Ziflow.

Send Email

With Send Email Zibot, you can send email notifications when a flow event is triggered. However, there are several fields that require configuration.

1. From name - provide a name that you would like to appear in the "from name" field of the email. You can also use a token selector to automatically input the email address of the proof owner.

2. From email - select a "from email" that the message should be sent from. If you have configured your own custom domain mapping, you should be able to select email from your domain configuration.

3. To recipients - enter email address/s manually or select them using a token selector.

4. Subject - input a subject line for your email.

5. Message - compose an email message. You can also utilize a token selector to incorporate some metadata for better context. You can find a simple HTML version of our template down below. To start customizing the template, click on a source code button in the WYSIWYG text editor. Feel free to use it and adjust it according to your needs.
   

6. CC recipients - include additional recipients by adding them as carbon copy recipients to your email.

7. BCC recipients - to add more recipients to your email, you can include them as BCC recipients.

8. Reply to - it's important to set a designated "reply to" address to ensure that any email responses go to the right place.

The HTML code provided in this article is a starting point to help you build your own email templates. While it serves as a foundation for customization, this is considered custom code and falls outside the scope of Ziflow Technical Support. If you need further assistance or advanced customization, please reach out to your Ziflow account representative. They can assess your needs and explore options for additional support, including potential engagements with our Client Services team.

When creating an email template, we also recommend using tokens, which are a simple way to add information dynamically. For example the token #{$.proof.public_link}# will add the link to the proof.

<div style="background:#f9fafc;color:#38444c;font-family: 'Proxima Nova', Helvetica, Arial, sans-serif; font-size: 16px;font-weight:normal;letter-spacing: -0.2px; line-height: 1.6;height:100%;line-height:1.6;margin:0;min-width:600px;padding:0;text-align:left;vertical-align:top;width:100%">
<div style="max-width: 600px; margin: 0px auto; background-color: #f9fafc; padding: 0; padding-top:40px !important; font: inherit;">

<div style="font: inherit; padding: 20px;">
<div style="font-weight: bold">Hi Reviewer,</div>
<div>You have 1 new proof to review.</div>
</div>
<div style="background: #ffffff; padding: 16px 0px;">
<table style="background: #ffffff; border:#ffffff; border-collapse: collapse; border-spacing: 0; display: table; padding: 0px !important; position: relative; text-align: left; vertical-align: top; width: 100%;">
<tbody>
<tr style="padding: 0; text-align: left; vertical-align: top;">
<td style="border: 0; background: #ffffff; margin: 0; padding: 0; vertical-align: top; width: 16px;"></td>

<td style="border: 0; height: 115px; margin: 0; overflow: hidden; padding: 0px !important; width: 115px;">
<p style="background-color: #f3f3f3; margin: auto; margin-bottom: 0; margin-top: 0; max-width: 115px; padding: 0; text-align: center;">
<img src="#{$.proof.thumbnail_link}#" alt="Proof Thumbnail" style="-ms-interpolation-mode: bicubic; border: none; clear: both; display: block; height: auto; margin: auto; max-height: 115px; max-width: 100%; outline: none; text-decoration: none; width: 115px;">
</p>
</td>
<td style="border: 0; height: 80px; line-height: 1.6; margin: 0; padding: 0; padding-left: 20px; text-align: left; vertical-align: top; word-wrap: break-word;">
<p style="display: table-cell; font: inherit; font-weight: bold; line-height: 18px !important; margin: 0; padding: 0; text-align: left; word-break: break-word;">
#{$.proof.name}#
</p>

<p style="color: #38444c; font: inherit; height: 18px !important; line-height: 18px !important; margin: 0; margin-bottom: 8px !important; margin-top: 8px !important; padding: 0; text-align: left;">
<span style="background-color: #d8d8d8; border-radius: 4px; font-size: 12px; font-weight: bold; margin-bottom: 0px !important; opacity: 0.7; padding: 2px 10px;">
V#{$.proof.versions[0].version}#
</span>
</p>
<div style="margin-bottom: 10px;">
<a href="#{$.proof.public_link}#" style="-webkit-text-size-adjust: none; background-color: #096ff6; border: 1px solid #096ff6; border-radius: 4px; color: #ffffff; display: inline-block; font-family: sans-serif; font-size: 13px; font-weight: bold; line-height: 30px; margin: 0; padding: 0; padding-left: 15px; padding-right: 15px; text-align: center; text-decoration: none;">
Open proof
</a>
</div>
</td>
<td style="border: 0; background: #ffffff; margin: 0; padding: 0; vertical-align: top; width: 16px;"></td>
</tr>
</tbody>
</table>
</div>
<div style="margin-top: 16px;padding-bottom: 16px;height:16px; text-align: right;">
<img src="https://d2u0rt0nzribkz.cloudfront.net/Assets/current/img/v5/logo.png" alt="Ziflow" height="16" style="height:16px;max-height:16px;max-width:100%;outline:none;text-decoration:none;vertical-align:baseline!important;width:auto">
</div>
</div>
</div>

Additional information:

• FAQ: How can I use JSONPath in Webhook Zibots?

• Along with sending a simple Webhook call to your 3rd party app, you can also utilize Paths, which allows executing different Zibots based on one or more conditions. Read more about paths in this article.​

  

• Notice that you can refer to the data from the proof or other Zibots in all input fields of the Webhook using JSONPath syntax. Please see our API reference page for more details and examples of our JSONPath syntax.